UD Financials Data Definitiions

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Copyright © 2006,
University of Delaware

Last updated
January 30, 2006

 

Data Definitions
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A

Account(six alphanumeric characters that characterize a transaction)

  • Revenue accounts will start with the letter R (e.g., gifts=R08100).
  • Expense accounts will start with the number 1 (e.g., office supplies=141000).
  • Asset (begins with the letter A followed by a number) or Liability (begins with the letter L followed by a number) accounts will automatically be filled in when selecting an Asset or Liability SpeedType.

Transfers and allocations:

  • When operating to operating or when non-operating to non-operating, use 199700 on both sides of entry.
  • When between operating and non-operating, use 199800 on both sides of entry.
  • Asset and liability will normally use the same value for both Account and Purpose: The speedtype will prefill account and should not be changed.
  • A full list of accounts can be viewed (or printed).

Accounting Period—Defines the month of the fiscal year as follows:

  • Period 1—July
  • Period 2—August
  • Period 3—September
  • Period 4—October
  • Period 5—November
  • Period 6—December
  • Period 7—January
  • Period 8—February
  • Period 9—March
  • Period 10—April
  • Period 11—May
  • Period 12—June
  • Period 991—1st Close
  • Period 992—2nd Close
  • Period 999—Closing entries (should not be used for general inquiry)
  • Period 0—Beginning entries (should not be used for general inquiry)

Analysis Type(three characters)

An identifier that distinguishes different types of costs in projects. Use with UOD_PROJ_RES_VW. You can view (or print) a list of important analysis types from the UDFS Training web site.


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C

Class(three numeric characters)
All class values will be numeric. Budget office will assign permanent class numbers; class defines a salary transaction to characterize the position associated with the salary payment.

Chartfield3 (User Field)—(ten numeric characters)
Field to be designated as a "User" Field. Predefined values, primarily numeric, available for users to apply a further characterization of the transaction. Use of this field is an internal decision and the user determines the defintion/description of the value. For example, value 0000000001 may mean "ENGL110 section 3" to one user and "Task4" to another.


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D

Department(five numeric characters)

Field is used to identify administrative unit for each Purpose code. Five numeric characters. The use of the Department chart field allows for advanced reporting and is used in other financial processes. Department value is automatically filled in by the SpeedType selected.


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F

Facilities & Administrative (F&A) CostsFacilities & Administrative (F&A) costs are indirect costs charged to external grants/contracts and carry the 195000 account value (and the SFA analysis type).

These charges are designed to cover the costs of administration associated with research at the University. Charges are incurred daily through the Grants F&A process and are summarized for the general ledger monthly.

UD Financial System users should recognize the following differences:

  • Data generated from the Grants tables will produce results of F&A as charged up to the prior day.
  • Whereas a similar inquiry from the General ledger (General Accounting) tables will produce results with only the last summarized transaction.
  • The two tables are synchronized after the month has ended.

FringesFringe Benefits are charged on the 129### series of account values and are processed monthly through an allocation managed by General Accounting. The charges are available for review by users only after the accounting period/month has ended. Current fringe rates.

Fund(five alpha characters)

Identifies operating, non-operating, and agency funds as follows:

  • OPBAS=Operating Basic (FY funds)
  • OPSS=Self Supporting (FY funds)
  • OPBAL=Operating Balance (Assets, Liabilities, Carry Forward, or PTD Funds)
  • NOPLT=Non-Operating Plant (Assets, Liabilities, and PTD funds)
  • NOLOA=Non-Operating Loan (Assets, Liabilities, and PTD funds)
  • NOEND=Non-Operating Endowment (Assets, Liabilities, and PTD funds)
  • AGNCY=Agency Funds (Not University Funds [e.g., Student Groups/Clubs, University Affiliated Organizations])

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P

Program(five alphanumeric characters)

Field to define type of expense such as instruction, research, scholarships, etc. Will not be used with Purpose codes for Asset, Liability, Agency, NOPLT (BLDG and RNOV85) or Purposes for basic revenue only. Examples (not complete list):

  • ACDADAcademic Administration
  • ACDLBLibrary
  • ACDSPAcademic Support
  • ADALLAdministrative allowable in Indirect Cost Calc
  • ADNONAdministrative Not allowable in Indirect Cost Calc
  • ADRESResearch Admin
  • AGEXTAg Extension
  • ALLOCAllocations
  • AUXALAuxiliary Allocations
  • AUXDSAux Debt Service
  • AUXILAuxiliary Enterprises
  • AUXTRAux Tranfers
  • BENEFBenefits
  • DBTSVDebt Service
  • FAAWDAwards & Prizes
  • FAFELFellowship
  • FASCHScholarship
  • INST1Instruction
  • INST2Departmental Research
  • INST3Activities of Educ Depts
  • OPMNTOperations & Maint of Plant
  • PUBSVPublic Service
  • RSCH1Federal Research
  • RSCH2State Research
  • RSCH3Industry Research
  • RSCH4Foundations Research
  • RSCH5Other Sponsored Research
  • RSCH6Univ Sponsored Research
  • RSEXPAg Exper Station
  • RSRVSReserves
  • SPINSSponsored Institutes
  • STSVCStudent Services
  • TRSFSTransfers
  • ZZZZZMax Range
  • INST7Internal Service
  • INSTMInst Match-Use w Fndtype 42/43
  • RSCHMRsch Match-Use w Fndtype 42/43
  • PBSVMPbsv Match-Use w Fndtype 42/43

Project ID(fifteen alphanumeric characters)

This 15-character alphanumeric Chartfield identifies contract and grant activities and facilities projects. Project ID values are created by adding particular designators for fiscal year, building, or other coded details to the 10 characters in the "Purpose" (e.g., ARTC372111 Purpose=ARTC37211199000 Project ID).

Combining a Contract & Grant Project ID with a non-related Purpose on a transacation, tags that transaction as a Cost Share transaction for that Grant/Contract (e.g., ARTC37211199000 used with ARTC17S000 will be assigned a CGE analysis type).

Purpose(ten or fewer alphanumeric characters)

Purpose is the key chart field defining the funds used for a transaction. This field is used to assign row level security within the reporting environment.

Asset and Liability Purposes begin with a letter A or L followed by numbers. These codes are six characters long, other codes are 10 characters long.

For non-asset or liability codes the following is true: The first four characters will identify major unit.

Next two characters will generally be as follows:

  • Basic Operating, Allocated and Supplemental funds will start with a number 1.
  • Self Supporting funds will start with a number 2.
  • C and G funds start with the number 3 or 4.
  • Loan funds will start with a number 5.
  • Endowment funds will start with a number 6 or 7.
  • Plant funds will start with a number 8.
  • Agency funds will start with a number 9.
  • The last four characters will be randomly sequentially assigned with some variations.

View some examples.


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S

Scenario—Value varies by the account or the process creating the transaction. For salary transactions, Scenario is used to identify the Effort Period for that pay. For ProCard transactions, Scenario field is used to define the last 6 digits of the Pro Card used for the purchase.

Source(eight numeric characters)

Field will be used for contracts and grants agency information (e.g., 3303050000 OFFICE OF NAVAL RESEARCH).

Field will be used to tag and track State Appropriations for Operations, State Special Lines, and Capital State items. It will also be used to track source of funds backing expenditures for capital projects, including State and other sources (e.g., 6100000000 UNIDEL FOUNDATION). View some examples.


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U

UOD_ACCOUNT_DESCDescriptive name of the Account chartfield.

UOD_BEG_FISC_BALBalance at the beginning of the fiscal year.

UOD_BUDGREF_DESCRThe budget year. Not populated yet.

UOD_CHRTFLD1_DESCRDescriptive name of the Purpose Chartfield.

UOD_CHRTFLD2_DESCRDescriptive name of the Source Chartfield.

UOD_CHRTFLD3_DESCRDescriptive name of the User Chartfield, which tags transactions with a code that each UDFS user can unterpret as (s)he finds useful. Not populated yet.

UOD_CURR_DEOBL_AMTTotal deobligations to date.

UOD_CURR_FISC_BALCurrent month's transactions for the Accounting Period.

UOD_DEPTID_DESCRDescriptive name of the department.

UOD_ENC_IDEncumberance ID: Defined by user to identify an obligated item.

UOD_END_FISC_BALBeg_Fisc_Bal plus all transactions in the fiscal year.

UOD_END_FSC_BAL_PREquivalent to the END-FISC-BAL value of that accounting period in the prior fiscal year.

UOD_FUNDCODE_DESCRDescriptive name of the Fund Code.

UOD_GLADJUST_DESCRDescriptive name of the Adjustment Type.

UOD_NET_BUDGETNet Budget: Beginning budget plus all temporary OR permanent changes.

UOD_NET_BUD_PR_YRNet Budget for the Prior Year.

UOD_NET_PERM_BUDNet Perm Budget: Begining budget plus ONLY permanent changes.

UOD_ORIG_AMOUNTOriginal amount of the obligation.

UOD_PERM_CHNG_BUDPerm Change Budget: All permanent changes to the budget.

UOD_PROGRAM_DESCRDescriptive name of the Program Chartfield. Not populated yet.

UOD_PROJECT_DESCRDescriptive name of the Project Chartfield.

UOD_PROJ_TO_DT_ACTProject to Date Actuals: Transactions (Revenue Expense) from the Actuals Ledger that carry a Project ID.

UOD_PROJ_TO_DT_BALProject to Date Balances: Project to Date Budget LESS the Project to Date Actuals.

UOD_PROJ_TO_DT_BUDProject to Date Budget: Budget Transactions which carry a Project ID.

UOD_REMAINING_AMOUNTOriginal amount less any deobligated amounts.

UOD_SCENARIO_DESCRDescriptive name of the Scenario Chartfield.

UOD_START_BUDGETBeginning Budget for a fiscal year.

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